Conference Call for Computerized Maintenance Management Systems (CMMS) RFP 18-01-SSP Aug 17 th , 2017 from 10-11:30am. Attendees listed on attachment. Q&A’s Would you anticipate a phased go live or all facilities on line at the same time? Phased Implementation is acceptable. Can you break down your 3.1mm sq.ft. into these groupings by sq. ft.? 1. Institutional 500,000 2. Ambulatory 529,000 3. Research 400,000 4. Business 683,000 5. Garage 980,000 Have information stored in a digital form about their properties in Excel, Access DB or other similar technology? A .csv file of existing assets can be provided to successful bidder. Of those that do can you give us the ability to view this data to understand the quality of what you have? Not at this time. Of the 13000 assets described in the RFP what percentage have barcode: With a database associated with the barcode data describing the asset? +/-75% How current is that data? Greater than 2 years old. I s it correct to assume that, other than BioMed assets, no IT assets are being documented as that is performed by Cherwell or…? The assumption is correct.

Regarding the Asset Data tagging and entry, we would like to confirm our understanding as follows.

Each Asset will need Barcode? Yes

Barcode generation capability will be required in new CMMS system? Yes

It will be best to use the existing barcode on the asset if it is usable.

If it’s not usable or no barcode is available on the asset then generate the new barcode using CMMS system and use it. Please confirm! Correct.

Entering the Asset data in new CMMS system – One time data migration will be Vendor’s responsibility? Yes We understand that Vendor needs to include initial data migration cost in proposal for Automated : Migrating Assets Data which is already present in other systems or spreadsheets. Automated or Manual data entry: Also any missing asset data Moffitt will prepare it in spreadsheet format and provide it to vendor to load the data in new CMMS system.

Updating / Entering the Asset data in new CMMS system ongoing basis (after initial data load is complete), will be Moffitt responsibility? Yes It will be BAU (business as usual activity) for Moffitt designated team(s). Generating and Installing the generated Bar Code on physical Assets will be Moffitt’s responsibility – One time and ongoing basis? Yes, it will be BAU (business as usual activity) for Moffitt designated team(s).

Asset Data Migration from old system of record to new CMMS system will not include transaction data associated with Assets – like historical support tickets, Service Orders, Parts Ordered associated for given Asset? No I n Section # 3.7.4 – Regulatory and Compliance Mgmt. : Can you please provide more details about this requirement (Functionality or reporting requirements) associate with these standards which are/may be applicable to new CMMS system for Moffitt. We are seeking reporting for compliance with AHJs as necessary. E.g. AHCA, CMS, The Joint Commission, State and Local Code Enforcement. Is MCC looking exclusively for a SaaS solution or is Client Hosted also an option? We would like to see both options if available. FM Systems Interface – Please elaborate. Bi-directional? FM System pushing location information into CMMS? Bi-directional is the desire. Cherwell Ticketing System – What information needs to be sent back? Status updates? Looking for Bi- Directional info of as many fields as possible. Could you further breakdown your facilities and biomed staff based on the following? a. Facilities Managers/Supervisors/dispatchers/Project staff – 12 b. Facilities Technicians - 34 c. Biomed Managers/Supervisors/dispatchers/Project staff – 1 d. Biomed Technicians – 10 Can we assume that all Technicians will utilize mobile solutions? Yes Does MCC currently manage their parts inventory? Are there individuals that receive and disperse parts? No, No. Does the Biomed Department at MCC utilize ECRI for tracking recalls and alerts on their Clinical Equipment? If so, is an ECRI integration desired? Yes, yes It appears that Moffitt currently uses at least one software product that allows for the tracking of assets and the creation of preventative maintenance tasks. Is there a reason that Moffitt is choosing NOT to use these tools and instead put out an RFP? Moffitt is seeking the best possible solution for its asset management needs. We have a very specific process for gathering requirements. Does Moffitt plan on providing us with a requirements document or will we be able to gather requirements ourselves? We would expect you to gather information. Will there be SME’s available for questions during the requirements phase, etc. Yes Our preferred work methodology is our Project Manager works in tandem with the Moffitt Project Manager along with SME’s. Is this acceptable? Yes No mention is made of using MS Azure as a platform. Would this be acceptable? Also, would the use of REDIS and NoSQL be acceptable as it applies to Azure? Yes, Yes In reference to the Joint Commission – do you have a process currently in place for this or are you looking for the software to establish that process? We would like to see any documentation process available within the solution. Do we need to use existing bar code equipment or quote that too? No hardware is needed at this time. For the 13,000 assets, what sort of information will you be expecting to retain? Any idea of the sizes i.e. GB/MB? Other data? Standard data including, name, serial number, model number, equipment specific specifications, location, history, etc. How many simultaneous users do you expect? All 75 at a time? 75. All available simultaneously. Do you have an expected implementation date, as in Fiscal Year-end? Our fiscal year runs July to June. No deadline established. Will the system need to create depreciation schedules or perform other accounting functions associated with fixed assets? No. Will the assets in the new system be a combination of data from the accounting fixed assets system as well as others? Possibly. Req# F4 – is there an expectation that the system will create historical average maintenance times based upon existing data? Yes. Will we need to import the existing asset data? Yes

Req # 3.7.1 – The question asks if the system requires storing PII or PHI data? Is this a requirement of the Asset tracking system? We would prefer NOT to use any of this data. Agreed. Conf Call List

PARTICIPANT COMPANY NAME NAME

Moffitt Cancer Center Lori Perks Desiree Hanson Clayton Smith Nancy Mostowsky Cheryl Bartolomeo Corey Sagenich Djaja Afiat Alexandra Akers

Cherwell Software Gail Noren Bernadette Guthrie Kathy Denos

DragonPoint Software, Inc Suzie DeBusk Sylvia Garner

Dude Solutions, Inc (DSI) Matthew Rahe Nolan Fraver

EDI Brian Harrison

Edge Solutions, LLC Theresa Jackson Jim Nesselroad Sue Ahmed Keith Thuerk John Massey

FacilityONE Technologies, LLC Renee Farmer Rick Dresselhaus Jennifer Bergman Robin Alston

Freedom Solutions, LLC Kelli Covel Global Visse, Inc Sonjay Mehta Sandeep Patil

Sites 1001, Inc Alex Mackintosh

Soleran, Inc Taylor Haviland Grady Hawley

TMA Systems, LLC Kurt Seifried Dustin Taylor

Zones, Inc Richard Ledyard